How to get Microsoft Teams meeting notes into Dynamics 365

The short answer: your options compared

If your team runs sales meetings, already pays for Microsoft 365 Copilot, and only needs a summary against an opportunity, Microsoft's own tools are the sensible choice. If the note is a record of advice that has to follow your licensee's format and survive an audit, read on.

Option 1: type notes in the Dynamics 365 app during the meeting

Dynamics 365 Sales has a Teams meeting integration. When a Dynamics record is linked to the meeting and the Dynamics 365 app is added to it, a side panel shows the record during the call. Microsoft documents that notes you add, edit or delete in that panel sync straight back to the record in Dynamics 365. Microsoft labels the feature as a preview and says previews are not meant for production use or data with heightened compliance requirements, so check with your Dynamics admin before you rely on it for client records.

This is the cheapest option and it keeps everything inside Microsoft. The catch is obvious to anyone who has run a review meeting: you are typing while the client is talking. Most advisers write a few lines during the meeting and the real note afterwards, from memory.

Option 2: the Sales agent saves a Copilot summary to Dynamics

Microsoft's Sales agent (previously Copilot for Sales) adds a Sales view to the Teams meeting recap. After a transcribed meeting you open the recap, select the arrow next to Transcript, choose Sales, then Save to (CRM) under Post-meeting actions. You pick the CRM record, can edit the AI-generated notes, and save. Microsoft says the feature is on by default.

Where the notes go depends on an admin setting. The default saves them to the Description field of a new appointment in Dynamics 365, linked to the record you chose. Admins can instead point it at a text field on a specified record type such as an account or opportunity. Microsoft notes that activity entities such as appointments, phone calls and tasks cannot be chosen in that specified-record option.

The limits Microsoft lists are worth knowing before you plan around it:

• Licensing. The Dynamics 365 deployment guide says each user needs a Microsoft 365 Copilot licence, and a tenant admin and a Teams admin to install it.
• The meeting must be transcribed, and Microsoft's recap guide says to record it as well. The Sales agent must be added to the meeting.
• No recurring meetings. Microsoft says insights are not generated for a meeting in a recurring series.
• No meetings created in Dynamics 365 Sales. The meeting has to be created in Teams.
• One continuous recording. If recording was started and stopped multiple times, insights are not generated.
• Transcript length. Save to (CRM) does not appear if the transcript is too short to generate notes.

The summary is useful. It is written in Microsoft's structure for sales conversations: follow-ups, questions asked, keywords, sentiment and speaker-level insights. It does not know that your licensee wants the client's objectives, the scope of advice, what was recommended and why, and what was not covered. And once saved it is an ordinary Dynamics field. Anyone with the right security role can edit it later, and the change history depends on whether your admin has Dataverse auditing on for that table.

Option 3: turn the Teams transcript into a file note, then publish it to Dynamics

This is how CallNote works. CallNote is Australian software that turns a transcript that already exists into a structured file note in your firm's format. It never joins the meeting as a bot, never records and never stores audio. Teams produces the transcript. CallNote receives the text.

1. The meeting ends. You held a Teams meeting (or a Teams call) with transcription on. When Microsoft finishes the transcript, CallNote receives it through your own Microsoft connection.
2. The note is written in your template. Your headings, your order, your wording. You can build the template by pasting one of your own past notes; CallNote copies the structure and shorthand in about 20 seconds and keeps nothing about the client.
3. It flags what the meeting did not cover. A section the conversation never reached is marked as not covered, so you can see the gap before the note goes on file.
4. You review it. The note waits in CallNote after the meeting. CallNote links it to the matching client where it can; otherwise you pick the client.
5. Publish to CRM. The note is sealed with a SHA-256 checksum and locked, then written to the client's contact or account in Dynamics 365 as a note, under your own name. Later amendments are append-only in CallNote and republish to the same Dynamics note.

Because each adviser connects their own Microsoft account, the note is written in Dynamics as that adviser and within their own Dynamics security role. A firm connects one CRM, so if you use Dynamics, that is where every published note goes. The full walkthrough for Teams transcripts, including where the .vtt file lives if you ever need it, is in our guide to Teams transcripts and file notes.

What the note looks like

Here is a fictional example. An adviser runs an annual review over Teams with transcription on. This is the note as it would sit on the client's Dynamics contact after review and publishing.

Notice what the Sales agent summary would not give you here: the ongoing fee arrangement context, the clear line that no advice was given yet, and the gap about Helen's balance. Those are the parts a licensee file review looks for.

Setting up Teams to Dynamics 365 with CallNote

There is a one-off step for your Microsoft 365 admin and a two-minute step for each adviser.

Once, by your Microsoft 365 or Teams admin

1. Make sure transcription is allowed. Teams admin centre, Meetings > Meeting policies, Transcription on. For Teams Phone calls it is a separate setting under Voice > Calling policies, and Microsoft ships it off.
2. Turn on Transcript API access. Teams admin centre, Meetings > Meeting settings > Transcript API access, set Microsoft Graph access to On, and under Configure turn on Include speaker attribution. Microsoft ships this switched off, and until it is on no outside app can read a Teams transcript, CallNote included. The CallNote Teams card shows these steps.
3. Approve CallNote for the organisation. The first person to connect is asked for approval. If your tenant does not let staff approve apps themselves, the card has a Copy approval link for your IT admin button.

Each adviser, once

1. In CallNote, go to Integrations > Microsoft Teams and select Connect my Microsoft account. Sign in with your work account.
2. On the same page, select Microsoft Dynamics 365 > Connect Dynamics and sign in again. The first person at the firm picks the Dynamics environment; everyone after connects straight to it.
3. Hold client meetings from your own Teams account and switch transcription on. CallNote picks up transcripts for meetings you organised and calls you transcribed.

Why the record matters for advisers and brokers

For financial advisers, section 961B of the Corporations Act 2001 sets the best interests duty, and s 961B(2) lists the safe harbour steps. A file note is how you later show you identified the client's objectives, circumstances and needs, and made reasonable inquiries. Section 912G of the Corporations Act, inserted by ASIC Corporations (Record-Keeping Requirements for Australian Financial Services Licensees when Giving Personal Advice) Instrument 2024/508, requires records of personal advice to retail clients to be kept for seven years from the day the advice was given, and makes authorised representatives keep them too. ASIC Regulatory Guide 175 sets out the conduct and disclosure expectations behind this.

For mortgage brokers, the best interests duty is in s 158LA of the National Consumer Credit Protection Act 2009, and ASIC RG 273 expects brokers to keep records that show how they met it. Our what to record in a financial advice file note guide and the best interests duty file note checklist go through what the note should show.

None of this says the note has to live in Dynamics. What matters is that it is complete, made close to the meeting, and not quietly changed afterwards. A note that is sealed when published, with amendments added on top and an audit log, is easier to stand behind than a text field anyone can overwrite.

Consent before you transcribe

Transcribing a conversation can fall under state surveillance and listening devices laws. NSW, WA, SA, Tasmania and the ACT generally require every party to consent; Victoria, Queensland and the Northern Territory allow one party to consent. Calls over a telecommunications network are also covered by the federal Telecommunications (Interception and Access) Act 1979. The simple habit is to tell the client at the start that the meeting is being transcribed for your file note, and get a yes. This is general information, not legal advice. Our guide to recording calls in Australia has the detail by state.

Checklist: choosing your route

• Do your notes need a set structure from your licensee or compliance team? If yes, a generic summary will need rewriting.
• Does everyone who holds client meetings already have a Microsoft 365 Copilot licence? If not, the Sales agent adds that cost per person.
• Are most client meetings recurring series, such as a standing quarterly review? The Sales agent does not generate insights for those.
• Do many conversations happen by phone? Meeting-only tools miss them. CallNote also takes Teams calls, Aircall and Dialpad, and voice memos after in-person meetings.
• Should the published note be locked, with amendments shown on top? Check what your Dynamics auditing actually records.

If your practice runs on something other than Dynamics, CallNote also publishes to HubSpot and Clio, and to many other systems through Zapier. For firms on Xplan, AdviserLogic or other advice platforms without a direct connection, copy or PDF export is the honest route. The financial advisers page and mortgage brokers page show how it fits each kind of practice.

Common questions